The CHOOSE function in Excel is a powerful tool that returns a value from a list based on a given position or index number. It can simplify complex decision-making processes, categorize data, or even dynamically assign values based on certain conditions.
In this
blog, we will learn how to use the CHOOSE function by assigning names to
employee IDs. We will explore different use cases and examples to give you a
comprehensive understanding of the CHOOSE function.
What is
the CHOOSE Function?
The CHOOSE
function allows you to pick a value from a list of options based on an index
number. Here’s the basic syntax:
Syntax:
=CHOOSE(index_num,
value1, value2, value3, ...)
- index_num: This is the position or
number that determines which value will be selected.
- value1, value2, value3, ...: These are the options
(values) from which the function will select based on the index_num.
Example
1: Assigning Names Based on Employee IDs
Let’s take
a simple example where you have employee IDs, and you want to assign names
based on these IDs.
Employee ID |
Name |
1 |
Ajay |
2 |
Ravi |
3 |
Priya |
4 |
Neha |
5 |
Manish |
Step 1:
List of Employee Names
We’ll use
the following names:
- Ajay
- Ravi
- Priya
- Neha
- Manish
Step 2:
Applying the CHOOSE Function
In cell B2
(assuming column A contains employee IDs), you can write the following formula:
=CHOOSE(A2,
"Ajay", "Ravi", "Priya", "Neha",
"Manish")
Explanation:
- If the value in cell A2 is 1,
the formula will return "Ajay".
- If the value is 2, it will
return "Ravi", and so on.
Step 3: Dragging the Formula
Once
you’ve entered the formula in B2, drag it down to apply it to all rows. Here’s
what the result looks like:
Employee ID |
Name |
1 |
Ajay |
2 |
Ravi |
3 |
Priya |
4 |
Neha |
5 |
Manish |
Let’s take
another practical example where we want to assign city to each employee based
on their ID.
Cities
List:
- Mumbai
- Delhi
- Bangalore
- Kolkata
- Hyderabad
Employee ID |
City |
1 |
Mumbai |
2 |
Delhi |
3 |
Bangalore |
4 |
Kolkata |
5 |
Hyderabad |
Formula:
You can
use the CHOOSE function to assign cities like this:
=CHOOSE(A2,
"Mumbai", "Delhi", "Bangalore",
"Kolkata", "Hyderabad")
Result:
Employee ID |
Assigned City |
1 |
Mumbai |
2 |
Delhi |
3 |
Bangalore |
4 |
Kolkata |
5 |
Hyderabad |
This is a
straightforward way to dynamically assign values from a list.
Example
3: Using CHOOSE with Numbers
The CHOOSE
function is not limited to text values like names or cities; it can be used
with numbers too.
Let’s say
you have a list of employee IDs, and you want to assign salary levels (in
lakhs) based on their IDs.
Employee ID |
Salary (Lakhs) |
1 |
6 |
2 |
8 |
3 |
5 |
4 |
7 |
5 |
9 |
Formula:
=CHOOSE(A2,
6, 8, 5, 7, 9)
Result:
Employee ID |
Salary (Lakhs) |
1 |
6 |
2 |
8 |
3 |
5 |
4 |
7 |
5 |
9 |
Example
4: Combining CHOOSE with Other Excel Functions
You can
combine the CHOOSE function with other Excel functions like MATCH, VLOOKUP, or IF
to create more complex scenarios.
Using CHOOSE with MATCH for Dynamic Selection
Suppose we
have a dynamic situation where we want to pick a name based on a condition.
We’ll use MATCH to first find the position and then CHOOSE to return the
correct name.
Here’s an
example formula:
=CHOOSE(MATCH(A2,
{1,2,3,4,5}, 0), "Ajay", "Ravi", "Priya",
"Neha", "Manish")
Explanation:
- The MATCH function finds the
position of the employee ID in the list {1,2,3,4,5}.
- CHOOSE then selects the
corresponding name from the list.
This is
useful when you have complex data tables and want to return values dynamically
based on conditions.
Assigning Departments with CHOOSE
Let’s say
you have a list of departments and want to assign employees to departments
based on their ID.
Departments:
- HR
- Finance
- IT
- Marketing
- Operations
Employee ID |
Department |
1 |
HR |
2 |
Finance |
3 |
IT |
4 |
Marketing |
5 |
Operations |
Formula:
=CHOOSE(A2,
"HR", "Finance", "IT", "Marketing",
"Operations")
Result:
Employee ID |
Assigned Department |
1 |
HR |
2 |
Finance |
3 |
IT |
4 |
Marketing |
5 |
Operations |
This
allows for easy allocation of employees to their respective departments.
Final
Remarks
The CHOOSE
function in Excel is an incredibly versatile tool that allows you to select
values based on index numbers, making it ideal for scenarios like assigning
names, cities, departments, or even numbers. In this blog, we’ve seen how to:
- Assign names to employees.
- Use CHOOSE to assign cities,
salaries, and departments.
- Combine CHOOSE with other
functions like MATCH.
With these
examples, you can now easily use the CHOOSE function in your spreadsheets for
various practical purposes.
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